We are currently looking for our:
Coordinator, Property & Client Services
What we offer
Reporting to the General Manager and supporting the Center Management Team, this is a full‐time role responsible for all center‐level administration, including but not limited to service contract and vendor administration, finance administration, and tenant administration and coordination. Coordination and execution of the on‐site Specialty Leasing and Brand Ventures program, and providing all customers including guests, retail partners, contractors, and internal cross‐functional teams with an exceptional service experience, while always maintaining compliance with company policies and procedures.
Scope
Contracts Administration (Service Contracts, Work Orders & General Expenditure)
- Maintains the Center Contract Log: logs new contracts, amendments and follows up with Facility Operations on expirations that require a new contract or renewal.
- Works in partnership with Facility Operations, drafts work orders and service contracts, checks and updates forecast expenditure balance.
- Monitors and manages compliance of center teams with the Contract Policy and Finance Authorization Matrix.
- Through Procore, supports the bidding process:
- Performs Know Your Partner/GAN Compliance checks.
- Notifies vendors of recommendations.
- Collects vendors’ Certificates of Insurance.
- Drafts contracts and issues to vendors for execution.
- Uploads vendor executed contracts and follows through internal approvals.
- Reconciles costs to process vendor payment.
- Creates and processes Change Orders.
- Attends weekly progress meetings with Facility Operations and follows through assigned actions.
- Supports Facility Operations in the preparation of work permits for center contract works (e.g. sprinkler drain‐ down) and furnishes contractors with relevant permits (through the Sine visitor management system for Flagships and manually for Regionals)
Finance Administration (Accounts Payable, Accounts Receivable and Other Finance Processes)
- Accounts Payable (CAM/center‐specific and CAPEX):
- Processes payables (PO/PA‐Invoices)
- Matches invoices to purchase orders/projects.
- Obtains necessary back‐up documentation.
- Routes invoices and follows up payments with corporate Accounts Payable and Fixed Assets.
- Monitors payable system for invoices on hold, coding errors etc. and troubleshoots with Facilities Director/General Manager.
- Accounts Receivable:
- Supports the General Manager, Operating Manager and AR Manager, as instructed.
- Responsible for uploading request and back‐up documentation into the Box file for the Portfolio Associate to action.
- Violations (OTH)
- Construction (CCH) Manual Billing
- Services Sold (SVS)
- Legal Manual Billing
- Receives manual checks and maintains the Check Log for recording and auditing receipt of manual checks. Arranges FedEx delivery of manual checks to the centralized lockbox.
- Specialty Leasing Percent Rent Billing:
- Obtains sales from Tenants in accordance with lease terms, follows‐up on any outstanding data to full completion and uploads data into Salesforce.
- Verifies Tenant billing on the monthly Rent Roll and issues to the General Manager for approval.
- Calculates percentage rent billing from sales data and creates/processes/sends manual bill.
- Month End/Quarter‐End/Year‐End Processes:
- Prepares a list of accruals and collates back‐up documentation. Verifies accruals in system and assists the General Manager with the forecast.
- Reconciles P‐card expenses, uploads receipts, and verifies payment.
- Centers with central Plant – prepares Central Plant Union (Engineers) payments:
- Calculates Union Dues/Annuity/Pension, creates invoice for overtime and bill‐back.
- Creates a check request for Dues/Annuity/Pension and submits into Nexus, routes to Accounts Payable.
Specialty Leasing & Brand Ventures Coordination of Center‐level Program
- Supports Specialty Leasing and Brand Ventures operations. Responsible for center‐level coordination and management of ALL temporary in‐line and common area mall activations, including Retail Merchandizing Units (RMUs), pop‐up in‐line stores, and kiosks.
- Performs center walks/inspections, ensures Tenant activation complies with visual merchandising Design Guidelines.
- Monitors pipeline activity, distributing reports to center team, and plans the activation schedule.
- Arranges regular communications with center teams to align on activity (General Manager/Asst. General Manager/ Facility Operations.
- Arranges regular communications with the Specialty Leasing team to plan the schedule, align on Tenant requirements and troubleshoot issues.
- With support from Marketing, liaises with Tenants on retail and center operations, sales, and customer service, optimizing performance and income.
- Obtains permits from the local authority, where required, and supports Tenants with the same.
- Obtains Tenant Certificates of Insurance and uploads to Salesforce.
- Obtains Tenant signage proposals and internal approval from Retail Design Management, ensures the Tenant implements according to the approved specification.
- Coordinates the roll‐on roll‐off of units, issues instructions to Facility Operations and follows through to completion.
- Issues meter readings and utilities supplier information to Tenants (in‐line stores and kiosks only).
- Inventory management in partnership with Facility Operations:
- Communicates maintenance and repairs. Creates associated purchase orders/invoices and forecasts for expenditures.
- Checks Exiting Condition Reports are completed for all vacant, outgoing in‐line units and kiosks.
- Maintains an equipment and asset inventory schedule.
- Takes photos of activations, media, and space opportunities and uploads them to Salesforce as required.
General Coordination & Duties
- Sales Collection:
- Obtains sales from ALL permanent and temporary retailers in accordance with lease terms and uploads data into sales tracking system.
- Completes Sales Report sign‐off and issues to the General Manager for approval.
- Processes Open/Closed/What’s Happening Notices in accordance to policy.
- Uploads executed storage leases in the system.
- Processes mail – receives, opens, scans and mails: Certificates of Insurance, manual checks (mails to the lockbox), invoices, other general information.
- Prepares Tenant Operational Defaults for breach of lease covenants, issues to the General Manager for signature and distributes to the Tenant.
- Coordinates URW Connect:
- Uploads URW communications from Management Team to Tenants.
- Responds to Tenant requests and communicates these to relevant team members for follow‐up.
- Processes Tenant requests for works and approves after hours work permits (checks insurance, reviews work in conjunction with Facility Operations).
- Attends weekly staff meeting and customer service (“Style” program) sessions.
- Attends required training classes and programs.
- Other duties, as assigned.
What we are looking for
- BA or BS degree or equivalent experience required.
- 2‐3 years’ prior experience in an administration role, working with cross‐functional teams.
- Experience of basic finance administration: processing purchase orders/invoices, assisting with accruals and budget forecasting.
- Proficient in current Microsoft Office software including Outlook, Word, Excel, PowerPoint, and SharePoint. Working knowledge of enterprise management systems (Salesforce) and project management software (Procore) is advantageous.
- Ability to understand and interpret legal agreements.
- Ability to conform to policies and procedures and familiarity of working within a compliance framework.
- Ability to respect confidentiality and sensitivity of information.
- Exceptional process management skills: can organize and prioritize an efficient workflow, simplify complex processes, anticipate, and adjust for problems and roadblocks, adapt to changing priorities, and manage from start to finish.
- Exceptional customer service skills and the ability to develop and maintain effective relationships; dedicated to meeting the expectations and requirements of internal and external customers, specifically through listening and responding to concerns both in the moment and via digital communication means.
- Ability to maintain composure in all scenarios.
Compensation
Non-Exempt
$55,000 – $70,000 Annually
What is important to us
Unibail-Rodamco-Westfield (URW) is driven by an entrepreneurial foundation of talented and ambitious employees who embrace change, strive for innovation, and know when to venture into uncharted terrain. Teams within URW are collaborative and thrive by working together to seize opportunity and solve challenges. Employees receive mentorship and guidance while being empowered to drive their initiatives, embracing their individuality and unique backgrounds. URW‘s flagship destinations are interwoven into the community fabric, and we give employees the power to be impactful in their work and lead meaningful change in our communities through volunteering, DE&I programming and leading ESG efforts. URW is an innovator and trend setter in experiential entertainment and is making bold moves to be a brand that creates inspiring consumer experiences in-person and digitally. Breaking beyond conventional beliefs, URW is surprising and delighting customers by reinventing being together and creating memorable moments.
Unibail-Rodamco-Westfield is an equal opportunity employer that embraces diversity of backgrounds, perspectives, experience, and skills. We believe that diversity plays an important part in the success of our business, and we are committed to creating an environment which respects, values, celebrates and makes the most of people’s differences.
We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, and other legally protected characteristics.
Join us to Reinvent Being Together.
Unibail-Rodamco-Westfield
Related jobs:
Casting Call: Lead Role for Film “Skrrrt!”
Job Description:
We are casting for the lead role in Skrrrt!, a short film that is part of the Proof of Concept Fellowship, supported by Cate Blanchett and Coco Francini’s Dirty Films in partnership with the Annenberg Inclusion Initiative and the Netflix Fund for Creative Equity. Skrrrt! is a heist film about a Latina high school student who plots to steal luxury cars to fund her education at Harvard after receiving a scholarship that doesn’t cover her caregiving needs. This short film will serve as a proof of concept for a larger feature or television project.
Role:
- Character: Lex
- Description: Latina, age 16 (18 to play younger), uses a powerchair due to a disability or chronic illness (e.g., muscular dystrophy or cerebral palsy).
- Personality: Lex is a driven and ambitious high school student with a sharp mind and a strong sense of independence. She’s smart, confident, and a bit bossy, but ultimately she has a big heart and is motivated by a desire to create a better life for herself and her grandmother. Spanish-speaking is a plus but not required.
Job Responsibilities:
- Play the lead role of Lex in Skrrrt!, a film focusing on a high school student’s determination to overcome financial and physical barriers.
- Collaborate with the director and cast to bring Lex’s personality and journey to life.
- Act professionally on set and work effectively with the crew.
- Convey complex emotions and character depth as Lex navigates her heist plan.
Requirements:
- Actress must be 18 years or older, capable of portraying a 16-year-old character.
- Must be a powerchair user due to a disability or chronic illness.
- Open to Latina actresses (Spanish-speaking is a plus, but not required).
- Must have strong acting skills and the ability to portray a complex, multidimensional character.
- No previous acting experience is required; we are seeking talent who fit the role authentically.
- Note: The production will work with the selected actress to accommodate all accessibility needs.
Compensation Details:
- Union: SAG-AFTRA
- Rate: $241 per day (deferred payment)
- Shoot Dates: November 23 – 25, 2024
- Location: TBD
Casting Call: Music Video
Job Description:
We are seeking an elegant female model for a half-day music video shoot in Miami. The ideal candidate will have a sophisticated look and meet the specific criteria outlined below. This is a fantastic opportunity to work on a professional project for a well-known music artist.
Job Responsibilities:
- Participate as an on-camera talent in a music video.
- Follow direction from the production team to ensure the desired look and feel of the shoot is achieved.
- Maintain a professional attitude throughout the shoot.
Requirements:
- Female, age 30+
- Of European, American, or Latin descent.
- Slim fit, with beautiful skin and a captivating smile.
- Must be available to work for a half-day in Miami.
Compensation:
- Rate: $400 for a half-day shoot.
Casting Call: Models for Major YouTuber Video
Job Description:
We are seeking 8 confident and dynamic models (“Baddies”) to appear in a fun video shoot with a major YouTuber. The shoot will take place in downtown Orlando, FL. This is a paid opportunity for individuals looking to gain exposure and be part of a well-known content creator’s production.
Job Responsibilities:
- Appear on-camera as part of a YouTube video.
- Follow direction from the YouTuber and production team.
- Be punctual and professional throughout the shoot.
Requirements:
- Must be located in or able to travel to downtown Orlando, FL.
- Comfortable being on camera.
- Open to models of all looks and backgrounds.
Compensation:
- Rate: $100 for the shoot.
Casting Call: Hamilton – Nationwide Virtual Search
Job Description: The renowned musical Hamilton is conducting a nationwide virtual search for future replacements for all companies. We are seeking talented performers to fill the iconic roles of Alexander Hamilton, Aaron Burr, and George Washington. This is an exciting opportunity to be part of a groundbreaking production that has captivated audiences worldwide.
Job Responsibilities:
- Perform the role of Alexander Hamilton, Aaron Burr, or George Washington in a professional musical theater production.
- Embody the complex characters of the Hamilton universe with passion, energy, and dedication.
- Collaborate with the cast and creative team to deliver powerful performances night after night.
- Commit to rehearsals, performances, and promotional activities as required.
Requirements:
- Performers of all ethnicities and body types, age 18+, are encouraged to submit.
- Both equity and non-equity performers are welcome to apply.
- Strong acting, singing, and stage presence are essential.
- Must be able to adapt to the fast-paced, high-energy demands of the show.
- Passion for the craft and the ability to work well in an ensemble.
Compensation Details:
- Competitive pay will be provided according to the role and production requirements.
- Equity and non-equity contracts available based on the performer’s status.
Casting Call: CASA of Arizona Commercial
Job Description: We are casting for a non-union, non-speaking commercial for CASA (Court Appointed Special Advocates) of Arizona. This project highlights the importance of everyday community members advocating for children in need of care. We are looking for reliable background talent who can take direction well. The commercial offers unlimited usage rights, and the shoot will take place in Tucson, AZ.
Job Responsibilities:
- Participate as background talent in various scenes for the CASA of Arizona commercial.
- Follow directions provided by the production team on set.
- Be available for a full day of filming, with flexibility in your schedule.
Background Talent Requirements:
- Kids:
- Boys and girls, ages 5-16, any ethnicity.
- Adults:
- Males, ages 30’s, 50’s, and 65+, any ethnicity.
- Females, ages 30’s, 50’s, and 65+, any ethnicity.
Compensation:
- Rate: $350 flat rate (no travel compensation).
- Must work as a local hire in Tucson, AZ.
- Payment will be processed within 2 weeks of filming.
Casting Call: Killer Couples (Episode 1813)
Job Description: Oxygen Network is seeking an actress to portray Melissa, a key role in the upcoming episode of Killer Couples (Episode 1813). The project is a true crime recreation series with scripted scenes involving violence and murder content. This is a non-union production, and the actress must be comfortable with the themes of the series.
Job Responsibilities:
- Portray Melissa, a late 20s-30s character with a thinner frame and shorter blonde hair.
- Perform scenes that involve reenactments of true crime scenarios, including scenes with scripted violence and murder content.
- Follow direction from the production team to ensure accurate and compelling recreations.
- Be available for both days of filming.
Requirements:
- Female actor, aged late 20s to 30s.
- Thinner frame and shorter blonde hair.
- Comfortable with scripted violence and murder content.
- Must be available for the full shoot schedule.
Compensation:
- Rate: $150 per day worked.
- Hotel accommodation provided.
Casting Call: Younger Version of Lead Actor
Job Description: New Mexico Casting Company is seeking a Black male actor aged 18-26 to portray the younger version of one of our lead actors in an upcoming project. This role requires a resemblance to the lead actor in appearance, specifically in terms of build and height.
Job Responsibilities:
- Portray the younger version of a key character in a film or series.
- Follow the direction of the production team to accurately reflect the character’s demeanor and physicality.
- Participate in scenes that will showcase the character’s earlier life.
Requirements:
- Black male.
- Age range: 18-26 years old.
- Height: 5’9″.
- Must resemble the lead actor’s physical characteristics.
- No prior acting experience required but is a plus.
Compensation:
- Paid opportunity (specific rate will be provided upon selection).
Casting Call: SWAT Officer for Short Film
Job Description: We are seeking real US veterans based in New Mexico for two co-starring roles as SWAT officers in an upcoming short film. The project is produced by the Academy Award-winning Slick Films (The Silent Child) and Verus Studios (The One Note Man). The role requires individuals who can embody a stoic, commanding presence, with a disciplined and authoritative persona.
Job Responsibilities:
- Portray a SWAT officer in a short film with professionalism and authenticity.
- Work closely with the director and other cast members to create a realistic and compelling character.
- Follow on-set directions and maintain the required physical performance.
Character Description:
- Role: SWAT Officer
- Age Range: 20s – 40s
- Attributes: Stoic, commanding, disciplined, physically fit, and inherently authoritative.
Requirements:
- Must be a real US veteran.
- Based in New Mexico.
- Good availability throughout November 2024.
- No previous acting experience necessary (though welcome).
- Open to submissions from all communities regardless of gender, ethnicity, disability, or sexual orientation.
Compensation:
- Union Status: This is a paid job under the SAG-AFTRA UPA agreement.
Casting Call: Teen Boys for Feature Film Background Role
Job Description: We are seeking teen boys ages 14-15 to play background roles in a feature film. The scene involves kids playing kickball in the street, and we need young talent to help bring this scene to life. This is a one-day shoot located in Syracuse, NY, with competitive compensation.
Job Responsibilities:
- Appear as background talent in a scene depicting kids playing kickball.
- Follow on-set directions from the production team to ensure a smooth shoot.
- Maintain professionalism and a positive attitude on set.
Requirements:
- Boys aged 14-15.
- Must have a valid child actor permit (12 months) or be willing to obtain a temporary 15-day permit.
- A parent or guardian (18 years or older) must accompany the teen and remain on set.
- Must be local to the Syracuse, NY area.
Compensation:
- Rate: $216 for the day.
Casting Call: Street Performers for “People We Meet on Vacation” Scene
Job Description: The production team of People We Meet on Vacation is looking for talented street performers of all types to be part of an exciting scene set in the French Quarter. We are seeking a variety of performers, including buskers, chess masters, poets for hire, frozen statues, and other romantic-themed street performers.
Job Responsibilities:
- Perform your street act during a scene for the film.
- Showcase your talent in an authentic street performance setting.
- Follow the direction of the production team to ensure a seamless shoot.
- Be punctual and professional on set.
Requirements:
- Street performers of all types, including:
- Buskers
- Chess masters
- Poets for hire
- Frozen statues
- Other romantic-themed street performers
- Must be able to provide photos of yourself in action.
Compensation:
- Paid opportunity (details will be provided upon selection).
Casting Call: Little Girls for Beauty Brand Commercial
Job Description: Stilwell Casting is seeking energetic little girls who love to run for an exciting new commercial for a popular beauty brand. This is a fun opportunity for 3-5 year old girls to appear in a paid commercial shoot. We are looking for young girls with lots of energy who enjoy being active and running around!
Job Responsibilities:
- Participate in a commercial shoot portraying playful, active children.
- Follow the direction of the production team during filming.
- Run and play in outdoor or indoor settings as part of the role.
- Showcase energy and enthusiasm on camera.
Requirements:
- Girls aged 3-5 years old.
- Must love running and being active.
- Able to follow simple directions and remain focused on set.
- No prior acting experience required.
Compensation:
- Paid opportunity (details will be provided upon selection).
Casting Call: Bodybuilders for Netflix Series “Poker Face”
Job Description: GWCI is seeking background extras to portray bodybuilders in an upcoming Netflix series, Poker Face. This role requires individuals who can realistically portray bodybuilders in a gym setting. If you’re physically fit and comfortable working in a gym environment, this is a great opportunity to work on a major streaming platform project!
Job Responsibilities:
- Portray a bodybuilder at the gym in various scenes for a Netflix series.
- Follow on-set directions from the production team to ensure a smooth shoot.
- Maintain a professional and punctual attitude while on set.
- Collaborate with the cast and crew to help achieve the desired gym atmosphere.
Requirements:
- Must be 18 years or older.
- Must be physically fit and able to portray a bodybuilder.
- Must not have worked on this season of Poker Face.
- Local to the NYC metro area (travel and lodging not provided).
- Must be available for multiple dates as specified.
- Able to provide accurate wardrobe measurements.
- Must present valid ID to fill out a federal I9 form for payment.
Compensation:
- Rate: $216 for 8 hours (overtime applies after 8 hours).